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这 15 个重点,可以帮你写出得体的电子邮件

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怎样写一封得体的电子邮件?

赖世雄,赖世雄英语语法课: http://dwz.cn/5Vj00I

有关日常或商务电子邮件的注意事项, 我可以分享 15 个大家可以参考的重点, 把握这些原则之后, 相信你也可以成为 email 达人。

1. Make Your Reader the First Priority 把读者摆在首位

Be organized and to the point. Stay focused in your writing and write briefly so you don't waste the reader's time.

要有组织且简短扼要。专注于写作上并写得简洁有力,这样才不会浪费读者的时间。

2. Write a Good Subject Line 撰写好标题

Good subject lines are relevant, meaningful and let the recipient know quickly what the e-mail is about. Since people get so many e-mails on a daily basis, they often scan the subject line before they decide whether or not to open them or to simply junk them. Make sure yours doesn't get trashed for lack of a good subject line.

好的标题会切题,富有意义,并可让收件人迅速了解该封电子邮件的内容。由于大家每天都会收到非常多的电子邮件,他们通常会快速扫描标题,然后才决定是否要打开该信件或只是将它删除。务必要确定你的电子邮件不会因为缺少好的标题而被对方删除。

3. Use a Standard Greeting 使用标准问候语

Some people consider it a bit rude to ignore the salutation, even in an informal e-mail. Use "Dear," "Hello" or even "Hi" (informal) as a salutation and then the person's name.

有些人认为即便是一封非正式的电子邮件,忽略称呼语仍会显得有些无礼。使用『亲爱的』、『哈啰』、或甚至是『嗨』(非正式)作为称呼语,然后接着才是该收件人的名字。

4. Specify Who You Are and Why You Are Writing 表明身份及来信理由

This is especially true if you are writing to the person for the first time. Don't make the reader guess who the e-mail is from and your purpose in writing him or her. Confusion is uncomfortable.

如果你是第一次写信给那个人,情况尤其如此。别让那位读者猜测寄信者是谁及其目的為何。因為困惑会让人感到不舒服。

5. Don't Make People Try to Read Your Mind 不要让人去猜测你的想法

If you are vague and imprecise, the results you receive will very likely be less than satisfactory. You can save time and aggravation (on both your part and the other's part) by being clear. The results will definitely be better if people don't have to guess what you want or mean.

若你用词含糊不精确,所收到的结果就很可能会不尽如人意。表达清楚可以省下时间并避免相互激怒(双方都是如此)。假如人们不必猜测你想要什麼或你所指為何,结果一定会更好。

6. Avoid Long, Rambling Messages 避免冗长含糊的讯息

Your goal is to be concise, not impress people with your ability to string together ideas. In short, short is good, and long (usually) is bad. If you have many points that are not closely linked, think about splitting them up into different e-mails and sending them separately. Using bullet points also helps if a message is long.

你的目标是简洁,而不是将眾多想法串在一起来让人钦佩。总之,简短為上策,冗长(通常)為下策。如果你有很多彼此并非紧密相连的要点,就要考虑将其分成不同的电子邮件分别寄出。假如讯息很长,使用要点符号同样会有帮助。

7. Choose Between Formal and Casual 在正式与非正式间做选择

Make sure the vocabulary you choose is appropriate to the situation. Use titles (Mr., Ms., Dr., etc.) in formal correspondence. Avoid slang and emoticons (such as "smilies") unless the e-mails are informal messages between co-workers or friends. In addition, the type of abbreviated vocabulary - e.g. "c u" (see you), "Gr8" (great) – shouldn't be included in formal writing.

务必确保你所选用的字汇适合该情境。在正式书信使用(先生、女士、博士等)的称谓。除非是同事或朋友之间的电子邮件,否则就要避免使用俚语或表情符号(如”笑脸符号”)。此外,缩写词汇如”c u”(音似 see you 表”再见”),”Gr8”(音似 great 表”太棒了”)不应出现在正式的写作中。

8. Copy and Paste If You Can 尽量使用复製贴上

If the information you want to send is not too long, consider copying it and then pasting it into your e-mail rather than attaching a document as an attachment. Attachments need to be opened in separate files, such as Word or Adobe Acrobat, and can be a bit time-consuming for the recipient to access. As well, attachments may be worrying for recipients if they don't know the sender very well. In fact, some businesses refuse to accept attachments for fear of being infected by a virus.

如果你要发送的资讯不长,便可考虑将其复製,然后贴在电子邮件内,而不是附夹档案作附件。附件需要个别用 Word 或 Adobe Acrobat 的档案才能开啟,这可能会让收件者在取得资料时花上一些时间。同样地,如果收件者对寄件者不熟的话,附件也许会让他担心。事实上,一些企业因為害怕感染电脑病毒,所以拒绝接受附件。

9. Take the Time to Proofread 要花时间进行校对

Proofreading your e-mail before hitting the send button can save you from making many

careless and embarrassing mistakes, such as spelling the person's name incorrectly. It's good to get into the habit of re-reading your e-mails at least once before sending them. Correspondence that is riddled with typos and wrong information creates the impression you are sloppy and perhaps even lazy.

按下发送键之前先校对你的电子邮件,这能让你免去许多粗心及令人难堪的错误,像是拼错名字这样的事。养成在寄出电子邮件前至少再重读一遍的习惯是件好事。充满拼字错误和错误资讯的信件会让人对你產生草率甚至也许是懒惰的印象。

10. Watch What You Write 小心你所写的内容

E-mailing may not be as private as you think. If you are at work, the boss might be secretly looking at the e-mails you are sending and receiving. Even if you are e-mailing at home, a hacker might have found a way to hack into your system and take a peek.

发送电子邮件可能不如你所想的那麼隐密。如果你正在工作,老闆可能会偷看你收发的电子邮件。即使你在家中发送电子邮件,电脑骇客也可能会有办法侵入你的系统偷看信件内容。

11. Respect People's Privacy 尊重他人隐私

When sending out a mass e-mail, it's often a good idea to use the BCC (Blind Carbon Copy) function so that others can't see all of the e-mail addresses of the people you sent the e-mail to. For one thing, using the BCC suggests that you are writing an e-mail to just one recipient, rather than firing off the same piece of correspondence to many people, therefore making it less impersonal. For another, some people may not want strangers to know their private e-mail

address.

寄发大量电子邮件时,使用 BCC (密件副本)功能通常会是个好主意,如此一来可以让其他人看不到其他收件人的地址。一方面,使用密件副本功能暗示你只是要写给一位收件者,而不是把同样的信件寄给许多人,这样一来可以让这封电子邮件看起来不会那麼没人情味。另一方面,有些人也许不想让陌生人知道他们的私人电子邮件地址。

12. Be Careful with Those Buttons 小心那些按键

Don't make the mistake of hitting the "Reply All" button if you only want one person to receive your e-mail. This is especially true if you are criticizing someone who happens to be on that "Reply All" list.

如果你只想要一个人收到你的电子邮件,不要犯下按到"回复全部"按钮的错误。如果你在批评的那个人碰巧刚好在那份"回复全部"的名单上时,这个情况尤其如此。

13. Don't Forget to Reply Without Delay 别忘了要迅速回复

Responding promptly sends a message of professionalism, while late replies (or none at all) create the impression you don't care about the recipient. Think how it feels to have an e-mail ignored or to receive an e-mail reply much later than you sent your original message.

迅速回复代表专业,而延迟回复(或完全不回复)会给予对方你不在乎的印象。设想假如你的电子邮件被忽略,或是你原先的讯息过了很久才收到回复,你会有什麼感觉?

14. Don't Write Anything You Will Regret Later 不要写下任何会让你后悔的文字

Read over your e-mail before you send it, not just for typos but to see if you really mean what you've written. It's usually a bad idea to fire off an angry e-mail while you're still boiling mad. After re-reading your e-mail, you might decide it's better to reword it or, in some cases, cancel it.

在寄出你的电子邮件之前要把它看过一遍,这不只是為了要检查是否有拼字错误而已,同时也是要看你所写的是否真的就是你所要表达的。当你仍非常愤怒时,发出一封愤怒的电子邮件通常不是个好主意。重新读过你的电子邮件后,你也许会决定最好还是改写,或是在某些情况下,决定将其删除而不发送出去。

15. Manners Matter 态度很重要

Remember that the people whom you send e-mails to may have a different perception of

your messages than you do. They may see what you believe to be a simple request as a demanding order, for example. Also, they may see your joke as biting criticism directed at them. The problem is that writing lacks all of the non-verbal clues that exist in face-to-face communication. For that reason, it's important to make sure you carefully and politely phrase your words. Here's another tip: DON'T USE ALL CAPITAL LETTERS (it looks like you are

screaming!).

请记住,你寄发电子邮件的收件者对於你的讯息可能会有不同的看法。举例来说,对你来说简单的请求,他们可能视之為艰鉅的要求。此外,他们可能视你的笑话為针对他们所做的刺骨批评。问题就在於写作时缺乏一切存在於面对面沟通才有的非语言线索。因為如此,确保你仔细且礼貌的用字是很重要的。这裡有另外一个诀窍:不要全用大写字母。(那看起来很像你在尖叫!)

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